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Schedule Appointment with next available person in Outlook 2003.

Posted on 2006-11-15
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Last Modified: 2010-04-08
I need to use Outlook to schedule an appointment with the next available person in a group of 12.  Each person has a separate Exchange Calendar.  How would I locate the next available time between the group?  So far, we've been adding every person to an appointment and deleting those who are not available, but that's pretty ugly.  
Thank you.
Mary Sue Brown, University of Denver
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Question by:msuebrown
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David Lee earned 125 total points
ID: 17951408
Hi msuebrown,

Unless it's a hidden capability, then Outlook/Exchange has no native ability to do this.  I might be able to devise a solution via scripting (i.e. an Outlook macro).  If that's an option, then I'll need a little more information to help me figure out if this is possible.  

1.  Does it always need to find the first group member who is free, or does it need to rotate that around?  If the latter, then this is going to be much more difficult to accomplish.

2.  Will it need to find a specific amount of free time, or will it just be checking availability without regard to how long the member is available?

3.  Will the group remain fairly static?

4.  Will it need to take into account certain working hours (i.e. find the next member who is free between 8:00 am and 4:00 pm)?  If yes, will the working hours be the same for all group members?

Cheers!
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